Triggered Emails

Triggered emails are sent automatically when someone registers for your event, or at scheduled times relative to the event date. You can send them to the registrant, to your team, or both.

To set up triggered emails, go to the Event Dashboard and click Manage Triggered Emails.

Creating a Triggered Email

To set up a triggered email, go to the Event Dashboard and click Manage Triggered Emails, then click Create Triggered Email.

The Triggered Emails screen for a event, showing the Create Triggered Email button and an empty list.

When creating a triggered email, you have two optional starting points:

• I want to start by copying an existing Triggered Email — copies the content and settings from an existing triggered email, saving you from starting from scratch if you have a similar one already set up.

• I want to start by loading in content from an Email Template — loads in the content from an existing email template as the starting point for your triggered email.

Give your triggered email a Name and an optional Description.

Then you need to decide when you want to send the triggered email. Triggered emails can be sent immediately when a registration form is submitted, or scheduled relative to the event date. For example, send a confirmation email on submission, a reminder the day before, and a follow-up survey link the day after.

The Create Triggered Email dialog showing the two optional starting points and fields for name and description.

The Create Triggered Email dialog showing the two optional starting points, fields for name and description, and trigger conditions.

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Primary Registrant

If your event uses named places and allows multiple registrants per form, the first registrant's details are treated as the primary registrant. Triggered emails are sent to the primary registrant only.

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Content & Preview

After creating your triggered email, you will be taken to the Triggered Email Dashboard. Go to Triggered Email Content to set up your header fields — including To Email, To Name, From Email, From Name, Reply Email, Reply Name, Subject, and Pre-Header Text. Merge fields can be used in any of these fields.

Merge fields let you pull in values from the event registration. If your event was deployed via a UbiQuity email, you can also merge database fields.

You will also need to build the body content of your email using the standard email content editor, the same one used in Mailouts and Automated Mailouts.

Attachments can be added to triggered emails, though it is generally better to host files in the UbiQuity Media Manager and link to them rather than attaching directly.

To preview event triggered emails, you need a preview registration. Click Preview Your Event from the Event Dashboard and complete the form to create one. This lets you test any event merge fields in the triggered email.

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Conditions

Set conditions to control when a triggered email is sent. If no conditions are set, the email sends every time a form is submitted. You can also use advanced conditions to further refine. The triggered email will only be sent when all conditions are satisfied.

The Conditions screen where you can add conditions to control when the triggered email is sent.

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Activating

When your triggered email is ready, activate it from the Triggered Email Dashboard by clicking Activate Triggered Email and typing ACCEPT to confirm.

The Triggered Email Dashboard showing the Activate button in the top left corner.